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When you're managing a store, knowing what's running low is key for smooth operations. But the usual Google Sheets VLOOKUP has its drawbacks – it struggles with finding the best match or dealing with several conditions at once.
In our guide, we'll show you how to overcome this by learning how to combine VLOOKUP with IF statements to search for specific data and return results based on certain conditions in Google Sheets. We'll explain different ways to use them with practical examples and show how this combo can be a game-changer for managing your business.
Note: This article was originally published on Nov 1, 2024, and thoroughly updated on Jan, 2025 to provide the most accurate and comprehensive guidance on using VLOOKUP with IF statements in Google Sheets, including practical examples, troubleshooting tips, and best practices.
VLOOKUP and IF are two powerful functions in Google Sheets that, when combined, enable advanced data analysis. VLOOKUP searches for a specified value in a table and returns a corresponding value from another column, while IF statements perform logical tests to return specific values based on conditions.
Combining these functions allows for conditional lookups, such as using VLOOKUP to find a value and an IF statement to check if it meets a specific condition. For example, you could retrieve a product’s price with VLOOKUP and use IF to apply a discount if the price exceeds a threshold, streamlining data analysis workflows.
The syntax for a VLOOKUP formula is:
=VLOOKUP(lookup_value, table_array, col_index_num, [range_lookup])
Here is the breakdown:
The VLOOKUP Function in Google Sheets is a great way to search values within a table, while the IF statement function returns specific values based on particular conditions we set
When combining them using VLOOKUP with an IF statement, we can create conditional statements and handle different scenarios, such as returning a blank cell value or 0, based on whether the next vertical lookup value is found. This process is often referred to as a vertical lookup, which enhances the lookup process by allowing for more complex criteria and error handling. In combination with the above features, we have additional features that provide versatility to your operation.
Combining VLOOKUP with IF statements in Google Sheets allows for advanced data handling and error management, making your formulas more resilient and adaptable. This combination enables you to customize the output based on specific conditions, such as displaying a default message if a lookup value is not found or performing different calculations depending on the result.
Let’s imagine a situation where we have product items listed in 2 different restaurants. Using the VLOOKUP alone, it’s easy to find the price of a specific item in one database by providing details, such as the item’s name, ID, time of delivery, etc.
However, what if we needed to easily compare specific food prices between both restaurants? Or if we wanted to verify if food is prepared based on the order time?
These are tasks that are challenging to accomplish using the VLOOKUP formula alone because it doesn’t naturally handle such complex comparisons or checks. This is where VLOOKUP with an IF statement comes to the rescue-
Here’s the syntax of a simple VLOOKUP with an IF Statement:
=IF(VLOOKUP(search_key, range, index, [is_sorted]) = logical_expression, value_if_true, value_if_false)
In our examples, we’ll show you a different way to use VLOOKUP by adding the IF statement with VLOOKUP in Google Sheets. By comparing the value returned by VLOOKUP with a specific value or sample value, we can return true/false or yes/no based on the comparison.
This mix will help us find particular values and determine if they meet certain criteria we’ll define.
Using VLOOKUP with IF statements in Google Sheets allows you to perform advanced comparisons and return specific values based on various conditions. This IF VLOOKUP combination can handle scenarios where you need to check if a value meets certain criteria and then return corresponding data from a table.
Remember, the lookup value must always be positioned in the first column of the defined range for the VLOOKUP function to operate correctly. Integrating comparison operators within the IF statement, you can create dynamic and flexible formulas that enhance your data analysis and decision-making processes.
Comparison operators – greater than (>) and less than (<) – allow us to compare different values and provide a TRUE or FALSE outcome for an if condition. They are particularly handy in conditional statements.
In our spreadsheet, we have a list of different foods and when they were ordered. We want to know if a Pizza was ordered or not.
Let’s say, if an order was placed before 10 am, it’s ready for pickup, but if it was after that time, it’s not ready.
Use the following formula for VLOOKUP with the IF statement formula:
=IF(VLOOKUP(G3, B4:D12, 3, FALSE) < TIME(10, 0, 0), “Food is ready”, “Food is not ready”)
This way, we’re embedding the VLOOKUP formula within the logical test of the IF statement to check the order time. If the time is before 10 AM, it’ll show “Food is ready”. Otherwise, it’ll say, “Food is not ready.”
The picture shows that the Pizza is ready for pickup, thanks to using VLOOKUP with IF statement in Google Sheets.
Combining IF statements with VLOOKUP in Google Sheets allows you to switch between different lookup tables based on specified conditions. This IF VLOOKUP combination is useful when you have multiple datasets and must select which table to search dynamically.
By using an IF statement to evaluate a condition and direct the VLOOKUP to the appropriate table, you can streamline your data retrieval process and ensure that the correct information is accessed based on the criteria you set.
Now, let’s see how to use the IF VLOOKUP Combination in Google Sheets to search for a table array of particular values in 2 tables.
To find the price of the specific lookup value of a Hot Dog in a specific restaurant using both tables, we’ll use this VLOOKUP formula:
=VLOOKUP(J5, IF(J4 = “Royal Place”, B5:C12, E5:F12), 2, 0)
Here’s a breakdown:
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Combining the VLOOKUP function with error-handling functions like IFERROR or ISNA in Google Sheets helps manage cases where matches are not found. This technique allows you to return custom messages to default values or perform alternative calculations instead of displaying standard error messages.
When we try to find data that doesn’t exist in the table, like a specific food item, Google Sheets shows an error message known as #N/A (not available).
For example, if we try to find “Roasted Chicken” that is not on the menu in any of the restaurants, we want to display a specific message instead of an error.
To avoid displaying this error, we can customize the response using the IF and ISNA statements combined with VLOOKUP. Here’s an example VLOOKUP formula:
=IF(ISNA(VLOOKUP(I6, E7:F14, 2, 0))=TRUE, “Will be available by 12 PM today”, VLOOKUP(I6, E7:F14, 2, 0))
The purpose of this VLOOKUP formula is to replace the typical #N/A error with a more user-friendly message. The return lookup value from the VLOOKUP function is used in the IF function to determine whether to display the message “Will be available by 12 PM today” or the actual data.
The screenshot above shows that Roasted Chicken isn’t available at the moment, and we can see a message that says “Will be available by 12 PM today”. We achieved that using IF and ISNA statements combined with VLOOKUP.
When you use the IF statement with VLOOKUP to control the index column, it’s about choosing the right column for data lookup based on certain conditions. The IF function can check for errors and perform different calculations to ensure accurate results.
This approach is particularly useful when working with dynamic datasets where the required lookup column may change. By integrating the VLOOKUP formula with the IF statement, you can create flexible and adaptive formulas that automatically adjust to different data scenarios, improving the efficiency and accuracy of your spreadsheet operations.
Imagine you have data arranged in different columns, like prices at different restaurants in separate columns (Food Fort, Royal Place, etc.). Using VLOOKUP alone might always look up data from one specific column.
Combining IF with VLOOKUP, you can change which column to look up data from, depending on the logical condition of what you need. This means you can dynamically choose the right column based on a condition.
For example, if you want to check prices for Food Fort, the VLOOKUP formula will look in the Food Fort column. It makes your own lookup table more adaptable to different situations or conditions.
The following formula uses the VLOOKUP function in combination with the IFS statement function to control lookup values in the index column based on the value in cell G4.
=VLOOKUP(G3, B2:D10, IFS(G4 = “Royal Place”, 2, G4 = “Food Fort”, 3), 0)
Note that there are also alternative methods like using MATCH or HLOOKUP functions that may provide more efficient solutions depending on the context.
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When working with VLOOKUP and IF statements, errors can occur if the syntax is incorrect or if the data is not formatted properly. Here are some common errors to watch out for:
To troubleshoot errors, it’s often helpful to break down the formula into smaller parts and test each part separately. This can help you identify where the error is occurring and make it easier to fix.
Here are some best practices to keep in mind when using VLOOKUP with IF statements:
By following these best practices, you can create more efficient and effective data analysis workflows in Google Sheets.
VLOOKUP is commonly used in the following scenarios:
By combining VLOOKUP with IF statements, you can create a robust formula that not only looks up a value but also tests a condition and returns a specific value based on that condition. This can be useful in a variety of scenarios, including data analysis, error handling, and data validation.
For instance, you can use this combination to validate data entries, ensuring that only valid data is entered into your spreadsheet, or create dynamic reports that adjust the data based on specific conditions.
Google Sheets is loaded with an array of robust formulas designed to make data analysis more efficient, including the usage of the VLOOKUP with IF function to look up a value and check if it satisfies a given condition, returning TRUE or FALSE.
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